Counteroffer Evaluation Worksheet
A Counteroffer Evaluation Worksheet for HR to review a resignation, compare retention risk, and document a clear approve-or-decline decision. Use it to capture role impact, equity checks, and an audit trail before any offer is made.
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Overview
The Counteroffer Evaluation Worksheet is an HR decision form for reviewing a resignation and deciding whether a counteroffer should be extended. It captures the employee’s role, resignation timing, stated reason for leaving, role criticality, unique knowledge risk, compensation changes, internal equity concerns, and the final approval trail.
Use this template when a valued employee resigns and the organization wants a consistent way to decide whether retention is worth the cost and risk. It is especially useful for roles with hard-to-replace knowledge, active projects, or short replacement timelines. The worksheet helps HR and managers compare the business case for retention against precedent risk and equity issues, then record a clear recommendation and final decision.
Do not use it as a generic exit interview form or for routine compensation planning. If the resignation is already final, the role is low impact, or company policy prohibits counteroffers, the worksheet can still document the decision to decline, but it should not be used to reopen negotiations without an approved process. Keep the form focused: collect only the fields needed to make the decision, use conditional logic where possible, and include a clear note about what happens after submission so reviewers know who acts next.
Standards & compliance context
- Keep the form aligned with GDPR data minimization by collecting only the fields needed to evaluate the counteroffer and document the decision.
- Avoid collecting unnecessary PII, such as personal details unrelated to retention risk, and make any employee-identifying fields clearly required or optional.
- If the worksheet is used in a workplace accommodation context, route related questions through the proper HR process rather than adding them here without a business need.
- Preserve an audit trail for approval, attestation, and decision rationale so the organization can show a consistent review process.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Submission Notice
This section establishes why the worksheet exists, who the employee is, and when the review is happening so the record starts cleanly.
- Purpose of this review
-
Employee name
Enter the employee’s name for HR tracking. Collect only if needed for the retention decision.
-
Employee ID
Optional internal identifier if your organization uses one.
-
Review date
Date the counteroffer evaluation is completed.
Resignation and Role Context
This section captures the resignation facts and role details that determine whether a counteroffer is even worth considering.
- Current role / title
- Department
- Resignation date
- Last working day
-
Stated reason for leaving
Summarize the employee’s stated reason without unnecessary personal details.
- Estimated replacement timeline
Role Criticality and Business Impact
This section explains what the organization stands to lose if the employee leaves, which is the core of the retention decision.
- How critical is this role to current operations?
- Does the employee hold unique knowledge or relationships that are difficult to replace?
- Business impact if the employee leaves
- Critical projects or deliverables at risk
Counteroffer Options and Equity Review
This section compares the proposed retention package against pay equity and precedent risk before any offer is approved.
- Is a counteroffer being considered?
- Proposed compensation change
-
Package details
Provide the proposed terms, including amount or percentage if applicable. Do not include unnecessary sensitive data.
- Does the proposed package align with internal equity and pay policy?
- Could this set an undesirable precedent for other employees?
Decision Criteria and Recommendation
This section records the judgment call from HR and management so the final decision is tied to specific reasons.
- Likelihood the employee will stay if a counteroffer is made
- Manager recommendation
- HR recommendation
- Decision rationale
Approval, Audit Trail, and Attestation
This section closes the loop with the final decision, approver identity, and an audit trail that shows the process was followed.
- Final decision
- Approver name
- Approval date
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Audit trail notes
Document any exceptions, policy references, or follow-up actions.
- I confirm this review was completed using the minimum necessary information and in accordance with company policy.
How to use this template
- 1. Start the worksheet as soon as a resignation is received and enter the employee identity, role, department, resignation date, and last working day.
- 2. Add the stated reason for leaving, replacement timeline, and role-criticality details so reviewers can see the business context before discussing retention.
- 3. Complete the counteroffer section with the proposed compensation change, package details, internal equity review, and any precedent risk concerns.
- 4. Have the manager and HR reviewer document retention likelihood, recommendation, and decision rationale using specific facts rather than general impressions.
- 5. Route the worksheet to the required approver, record the final decision, and capture the approval date, audit notes, and attestation after the decision is made.
Best practices
- Use conditional logic so compensation fields only appear when a counteroffer is actually being considered.
- Record the resignation date and last working day separately, because they often drive different timing decisions.
- Describe business impact in concrete terms, such as critical projects, client exposure, or unique system access, rather than using vague labels.
- Keep the internal equity review focused on comparable roles and current pay bands, not on unrelated personal circumstances.
- Require a written decision rationale so the worksheet can stand on its own in an audit trail.
- Limit access to the form to the people who need to review the resignation, because it contains sensitive HR and compensation data.
- Use a clear submission notice that explains what happens after submission, who reviews it, and whether the employee will be contacted.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
When should this worksheet be used?
Use it after an employee resigns and before anyone discusses a counteroffer in detail. It is designed to capture the resignation context, role criticality, compensation implications, and approval path in one place. If the employee has already accepted another offer or the last working day is immediate, the worksheet still helps document why a counteroffer is or is not viable.
Who should complete the worksheet?
Typically HR starts the worksheet, the manager adds role and business impact details, and compensation or leadership reviewers complete the equity and approval sections. The final decision should be recorded by the designated approver, not left as an informal email thread. This keeps the audit trail clear and reduces inconsistent handling across teams.
How often should a counteroffer review happen?
Complete the worksheet for each resignation where a counteroffer is being considered. It is not meant for routine performance reviews or stay interviews unless a resignation has occurred. If your organization uses a formal approval threshold, the worksheet should be required every time that threshold is crossed.
What should be included in the equity review?
Document the proposed compensation change, any retention bonus or title change, and whether the package creates internal equity concerns. The worksheet should also capture precedent risk, such as whether similar employees may expect the same treatment. Keep the review focused on what is necessary to make the decision and avoid collecting unrelated PII.
Can this worksheet be used across all departments?
Yes, but the role criticality and business impact fields should be adapted by department. A finance analyst, a plant supervisor, and a software engineer may each require different criteria for unique knowledge risk and replacement timeline. Use conditional logic so teams only see the fields that apply to their situation.
What are the most common mistakes when using this form?
Common mistakes include skipping the rationale, marking every field required, and making the decision before the equity review is complete. Another pitfall is relying on vague statements like "important role" instead of specific business impact. The worksheet works best when each field is concrete, dated, and tied to the actual resignation.
How does this compare with handling counteroffers by email or chat?
Email and chat often leave gaps in the decision record, especially around approvals, precedent risk, and the final decision. This worksheet creates a consistent process, which is easier to review later and easier to apply across managers. It also helps prevent accidental collection of unnecessary personal data by keeping the process structured.
Can the worksheet be customized for our approval workflow or HRIS?
Yes. You can add conditional logic for different approval thresholds, insert fields for compensation bands, or map the worksheet to your HRIS and document storage system. If you use an e-signature or ticketing workflow, the approval and attestation section can be connected to those tools to preserve the audit trail.
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